Minutes published unapproved for ratification at the 5 March 2013
MINUTES OF OKEFORD FITZPAINE PARISH COUNCIL MEETING
HELD AT THE PAVILION ON 5 FEBRUARY 2013
PRESENT: Cllr M Burt, Chairman
Cllr E Fox, Vice Chairman
Cllr S Corben
Cllr M Paine
Also present: – Mrs Sandra Deary (Clerk) and 1 member of the public.
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APOLOGIES: Cllrs M Wood, R Corben and A Frampton
2. THE MINUTES OF PARISH COUNCIL MEETING 8 JANUARY 2013: having been circulated to Cllrs and noticeboards were taken as read. It was proposed by Cllr Fox and seconded by Cllr Paine they be signed by the Chairman, this was agreed.
3. POINTS FROM THE PUBLIC RELATING TO ITEM 7 ONLY. None
4. DECLARATIONS OF INTEREST
Members were reminded of the need to declare an interest if it was not already disclosed on their declaration of disclosable pecuniary interest form held by the Clerk.
5. GRANTING OF DISPENSATIONS:
6. District & County Councillors’ Report: None
7. MATTERS ARISING
7.1 Recreation Ground/Pavilion to include Recycling Centre Items:
The Chairman advised that the new store was complete however there was still decoration work to be completed on the porch. It was agreed that the filing cabinets etc. would be moved on Saturday. He suggested that the ambulance entrance to the football field might look better with a single bar gate rather than the piece of rope which is there at present.
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Bowey Field: Cllr Burt informed the Council that the DAPTC had advised that all play equipment should be inspected and recorded once every 2 weeks in winter and once a week in summer. Following discussion it was agreed that the Councillor on gate duty would carry out the inspection and record their findings on a form which would then be forwarded to the Clerk for safe keeping.
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Cllr Paine agreed to provide some photos of the new equipment being used for the website.
7.3 Village Hall Extension and Car Park: Mrs Deary advised that she had received a letter from the Village Hall Committee advising the Council that a number of unauthorised cars were frequently being parked in the Hall car park. The Chairman advised that a local company was advising their customers to park in the Village Hall car park when visiting their premises. Mrs Deary was asked to write to the company concerned advising that the car park was for visitors to the Village Hall and no other persons had a right to park there. She was also asked to inform the company that all reference to the car park must be removed from their website.
A further letter had been received with regard to extending the newly built retaining wall to meet the existing wall along the footpath and to move the seat back to ensure that it is less of a hazard. The Committee advised that the cost to carry out this work would be in the region of £1,675.00 plus VAT. The Parish Council had in the past discussed this matter with regard to financial help. Following discussion it was agreed that the Village Hall was a very important part of the village and that the land belongs to the Parish Council. Cllr S Corben proposed the Parish Council pay the £1,675.00 to cover the cost of the work as the wall bordered its land, this was seconded by Cllr Fox and agreed by Council.
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Community Planning: Cllr Burt advised that he had attended the recent meeting regarding neighbourhood plans held at The Exchange in Sturminster Newton. He advised that it was likely that we would need to produce a neighbourhood plan in the near future.
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Belchalwell & Fiddleford Items: None
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Home Watch: N.F.T.R.
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7.7 Land at top of Back Lane: Mrs Deary advised that she had received a letter from Mr J Cousens, Enforcement Officer at NDDCAs you will be aware, advising that the Back Lane enforcement investigation was reallocated to him on the 23rd August 2012 after the departure of Mr S Graeser. He attended the land where he saw Mr Clancy and reported him for failing to comply with the Enforcement Notices. He then prepared comprehensive documents for the offences and submitted the files to the Council’s Legal Services for consideration. These papers were returned to him on the 17th December 2012.
In his email to the Parish Council dated the 21st December 2012, he explained that it was apparent that significant, essential issues had not been established in the original investigation by Mr Graeser and which would now need to be addressed before any decision regarding prosecution of Mr Clancy could be considered and that further site visits to the land and the service of an additional Planning Contravention Notice were needed to establish certain uses of the land. When these had been completed then the Council’s Legal Services would then review the entire case. Any decision regarding the instigation of a prosecution for failing to comply with the Enforcement Notices was wholly with the Council’s Legal Services.
He advised that with the increase of enforcement investigations and now the requisite to determine some retrospective planning applications, which were time sensitive, he had to prioritize his workload on almost a daily basis.
Recently, he had been in consultation with the Council’s Legal Services regarding two other enforcement investigations that he had been investigating, both of which resulted in prosecution files being prepared and submitted. Both of these prosecution files are now in the advance phase, one of which is with Counsel. Both files require further work and the possibility of additional site visits. He had been advised that these two files must take priority.
On the 9th January 2013, He was informed that an appeal had been lodged with the Planning Inspectorate against two Enforcement Notices that were issued in December 2012. He was now required to prepare the Council’s Appeal Statement. As Appeal Statements were also time sensitive and categorized as ‘high priority’ over any other work / investigations, this was his present priority as the Appeal Statement has to be completed and sent to the Planning Inspectorate by the requisite date in February 2013. When this is completed, he shall then deliberate on the requirements of the other two prosecution files.
When those tasks have been completed, he would then concentrate and reprioritise his remaining enforcement investigations that would, of course, include Back Lane, Okeford Fitzpaine, and all the new enforcement investigations for Area North that he had received and as yet had not been assessed and/or site visits arranged.
Mr Cousens had provided updates as and when he had been able to do so since he took over the Back Lane investigation.
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Land at bottom of Okeford Hill: Please see minute 7.7.
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7.9 Okeford Fitzpaine Housing Survey Results: Mrs Deary advised that she had written to Mrs H Smith of NDDC with the list of possible development sites as discussed at the last meeting. No response had yet been received.
7.10 Electronic Planning Applications: Mrs Deary advised that a meeting had taken place on Tuesday 29 January which both she and the Chairman had attended. It had been decided that the trial would commence on 18 February. A number of concerns were raised at the meeting and these were addressed by Mr J Hammond, Development Services Manager. It was agreed to trial Electronic planning applications and to report any problems to Mr Hammond as they arose.
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Replacement Notice Board: N.F.T.R.
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Draft Core Strategy: The Chairman advised that he had written to Mr S Hill, General Manager at NDDC to enquire if the revised draft core strategy was due to go out to consultation again before it is sent to the Secretary of State for approval.
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Tree Officer: The Chairman had advised the Clerk that the tree officer had stepped down. The Clerk had advertised the vacancy in the Fippenny News but no volunteers had come forward. The Clerk was asked to re-advertise with an explanation of what was involved in the role.
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8. PLANNING MATTERS:
8.1 Applications: 2/2012/1579/PLNG – Lodge Farm, Angers Lane, Fiddleford, Sturminster Newton, Dorset, DT10 2BY– Alterations to detached existing garage to create self- contained staff accommodation annexe. Cllr Wood had advised that he had visited the site and could see no reason to object to the application. Following discussion Cllr Fox proposed no objection to the application, this was seconded by Cllr S Corben and agreed by Council.
8.2 Decisions: 2/2012/1359/PLNG – Land at E380587 N111109, Castle Avenue, Okeford Fitzpaine, Dorset – Erect 1 dwelling, form 2 parking spaces and create vehicular access – GRANTED
2/2012/1459/PLNG – 9, Netherway Cottages, Lower Street, Okeford Fitzpaine, Blandford Forum, Dorset, DT11 0RW – Erect single storey rear extension (Demolish existing conservatory) – GRANTED
8.3 Any other planning matters: The Clerk advised that she had again emailed Mrs H Smith, Senior Planning Officer, NDDC with regard to whether the jumps which had been erected on Okeford Hill needed planning permission. No response had yet been received. The Clerk was asked to email again and if no response was forthcoming to forward the enquiry onto Mr J Hammond, Development Service Manager.
8.4 Updates: Mrs Deary advised that she had received a letter in response to the enquiry regarding the number of spaces allowed in new developments, the Parish Plan had stated that 1 parking space per bedroom was required. The letter advised that the provision of car parking spaces is covered under Policy 5.17 of the adopted Local Plan 2003 which states that for residential developments within town centres and within 400m of the public transport network, one space should be provided per dwelling. Outside of these areas, two spaces should be provided per dwelling. The supporting text to the policy explains the rationale behind these standards.
The Local Plan was currently being revised and the draft New Plan produced in 2010 contains revised residential parking standards. These parking standards had been developed through an extensive study looking at the level of car ownership and factoring in the policy aim of encouraging sustainable travel.
The revised draft parking standards were explained in the Dorset Residential Parking Standards and a worked example was included in Appendix D of the draft New Plan.
9. CORRESPONDENCE FOR 5 FEBRUARY 2013 PARISH COUNCIL MEETING
NALC – Chief Executive Briefing – Localisation of Council Tax Support
Invitation to Today’s Youth – Tomorrows Leaders Event
Temporary Road Closure Notice – Lower Street
Inside Government Interactive Forum for key Councillors
Financial Update Course details
Invitation to AONB Update 5 March 2013
Letter from Charlton Marshall Parish Council regarding Blandford Leisure Centre
DAPTC –Chief Executives Circular 1/13
Changes to Waste Collection information
Changes to discretionary elements of Concessionary Travel questionnaire
Homewatch Newsletter Blandford South January 2013
The Rural G Homewatch Newsletter February 2013
The Chairman raised concerns regarding the way correspondence was reported, he felt that important information/consultations could be missed. Following discussion the Clerk agreed to download all relevant correspondence and project it at the next meeting where any actions which were required could be discussed.
10. REPRESENTATIVES REPORTS:
Rights of Way/Footpaths: N.F.T.R.
Football Club: N.F.T.R.
Village Hall: Cllr Fox advised that she was still awaiting the plans for the new extension in order to complete the bid.
11. POINTS FROM THE PUBLIC: None
12. FINANCIAL MATTERS:
12.1 Accounts paid since last meeting:
12.2 Accounts to be paid:
Mrs S Deary – Salary
£ 289.37 Chq No 730
Mr M Burt – New keys for extension and sundry items
£56.90 Chq No 731
Mr S Corben – New blinds for extension
£25.48 Chq No 732
The Parish Council received £31.40 donations for Jubilee mugs.
12.3 Precept: The Chairman advised that he had written to the MP to establish the legality of
Parish Councils precepting sums of money to spend on items over which they have no
direct control. He referred to the benefit or reduction of council tax payments which were
granted by the District Council without the involvement of the parish, he felt that the Parish
had no direct power to spend money in this way.
12.4 Annual Audit Review
Mrs Deary advised that the Annual Audit had advised that the asset register does not contain the date acquired, the purchase cost and the location held. The issue was raised as it was felt that the Council was at risk of not safeguarding its assets. It was agreed that the asset register would be reviewed before the next audit.
12.6 60 Greenhayes, Parking & Access. Following discussion it was agreed that the licenses for parking and access should continue with the same terms as last year. Mrs Deary was asked to inform the residents.
13. ANY OTHER BUSINESS: Mrs Deary advised that a letter had been received from the PFA of Okeford Fitzpaine Primary School advising that they were currently fundraising for a new computer server and 4 classroom computers, a quote had been received for £2934.76. Fundraising had so far raised £1600 with further events being held in the near future. They enquired if it would be possible for the Parish Council to make a donation towards the new equipment. Following discussions Cllr S Corben proposed a donation of £750.00 towards the new equipment, this was seconded by Cllr Fox and agreed by Council.
Mrs Deary advised that a letter had been received from Symonds & Sampson advising that the rent for the allotments had been increased from £200 to £300 from 1 March 2013.
Cllr Wood had advised that a meeting of the well-being committee had been set for 6 February 2013, there had been a lot of interest and a welcome pack was near completion.
The Chairman advised that NDDC had received a New Homes Bonus of £1,049.956, he advised that Government says that they should discuss with the community how this money is spent.
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THE NEXT MEETING will be held on Tuesday 5 March 2013 at the Pavilion, Castle Lane at 7.30 pm. The Chairman thanked all present and closed the meeting at 10.00 pm
